HomeMy WebLinkAbout2018-01-24 e-packet@6:00Wednesday, January 24, 2018
6:00 PM
City of South San Francisco
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, CA
Municipal Services Building, Council Chambers
33 Arroyo Drive, South San Francisco, CA
Special City Council
Special Meeting Agenda
January 24, 2018Special City Council Special Meeting Agenda
NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the State of
California, the City Council of the City of South San Francisco will hold a Special Meeting on Wednesday,
January 24, 2018, at 6:00 p.m., in the City Council Chambers, Municipal Services Building, 33 Arroyo Drive,
South San Francisco, California.
Purpose of the meeting:
Call to Order.
Roll Call.
Agenda Review.
Public Comments - comments are limited to items on the Special Meeting Agenda.
ADMINISTRATIVE BUSINESS
Report regarding the Community Civic Campus project quarterly report for Quarter 2
Fiscal Year 2017/2018. (Marian Lee, Assistant City Manager and Dolores
Montenegro, Kitchell Program Manager)
1.
Report regarding a resolution approving a consultant agreement with the Smith Group
JJR for Master Architect Professional Services for the Community Civic Campus
project in the amount not to exceed $18,644,000 for basic services, $692,000 for
contingency and $883,000 for optional services. (Marian Lee, Assistant City Manager
and Dolores Montengro, Kitchell Program Manager)
2.
Resolution approving a consultant services agreement with the Smith Group JJR, Inc.
of San Francisco, California for master architect services for the Community Civic
Campus project in the amount not to exceed $18,644,000 for basic services, $692,000
for contingency and $883,000 for optional services for a term through December 31,
2022 and authorizing the City Manager to execute said agreement.
2a.
Report regarding a resolution authorizing the City Manager to approve the first
amendment to the consulting services agreement with Bellecci & Associates of
Pleasanton, California for design of the Underground Utility District Rule 20A
Antoinette Lane Project (Project No. st1702) to increase the not to exceed amount
from $57,332 to $225,244 for a total budget of $258,826. (Sam Bautista, Principal
Engineer)
3.
Resolution authorizing the City Manager to approve the first amendment to the
consulting services agreement with Bellecci & Associates of Pleasanton, California for
design of the Underground Utility District Rule 20A Antoinette Lane Project (Project
No. st1702) to increase the not to exceed amount from $57,332 to $225,244 for a
total budget of $258,826.
3a.
Page 2 City of South San Francisco Printed on 4/16/2018
January 24, 2018Special City Council Special Meeting Agenda
Adjournment.
Page 3 City of South San Francisco Printed on 4/16/2018
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:17-1240 Agenda Date:1/24/2018
Version:1 Item #:1.
Report regarding the Community Civic Campus project quarterly report for Quarter 2 Fiscal Year 2017/2018.
(Marian Lee, Assistant City Manager and Dolores Montenegro, Kitchell Program Manager)
RECOMMENDATION
It is recommended that the City Council receive this Quarter 2 Fiscal Year 2017/2018 report regarding
the Community Civic Campus project. There are no actions for consideration at this time.
BACKGROUND/DISCUSSION
Completed Work
During this quarter,significant progress was made on the procurement process for the Master Architect.The
RFP process was completed and the Smith Group was selected as the preferred master architect for the project.
Negotiations were completed in January and the Master Architect Services Agreement is included in the
January 24, 2018 City Council agenda for action.
The state environmental process was completed this quarter.Public comments were collected on the Draft Final
Supplemental Environmental Impact Report (SEIR)and the Final SEIR was published in November.A public
hearing was conducted and the Final SEIR was certified by City Council on December 13,2017.The appeal
period closed on January 14,2018,30 days following the filing of the Notice of Determination on December
14, 2017.
Development of a project specific Project Labor/Stabilization Agreement was considered at the Measure W
Subcommittee and City Council meetings.City Council directed staff to prepare a Project Labor/Stabilization
Agreement and bring back to City Council for action.The key goals of the agreement will include the City’s
commitment to prevailing wage and union work where appropriate and project stability.Negotiations with the
Building Trades Council will begin in early 2018.
As needed for construction projects with historical land uses that may have soil contamination risks,a Phase II
environmental due diligence testing process was undertaken and completed in December 2017 by Ninyo &
Moore.The results of the Phase II site investigations confirmed no underground storage tanks on any of the
sites where construction will take place and site remediation needs consistent with previous analysis.
The Project team presented the Quarter 1 Fiscal Year 2017-18 report to the Measure W Citizen’s Oversight
Committee (COC)on December 6,2017.The Quarter 2 report will be presented to the COC on February 7,
2018.
Upcoming Milestones
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File #:17-1240 Agenda Date:1/24/2018
Version:1 Item #:1.
During the upcoming quarter, the project team will focus on the following:
·Issuance of the Notice to Proceed to Master Campus Architect
·Community Engagement and Design Charrettes with Master Campus Architect
·Start of negotiations with the Building Trades Council for implementation of a Project
Labor/Stabilization Agreement
·Start of discussions with BART for an easement agreement
Budget / Service Agreements
Prior Fiscal Year budget of $2,500,000 was closed out and reconciled against expenditures in Fiscal Year
2016/2017.Total expenses in 2016/2017 were $382,566.The balance of $2,117,434 carried over into the
current Fiscal Year.The budget for Fiscal Year 2017/2018 is $5,803,443.The total budget inclusive of
unexpended funds is $7,920,877.For Quarter 2,Fiscal Year 2017/2018 $106,819 was expended.Attached is the
budget summary and listing of active service agreements.
FISCAL IMPACT
This item is information and has no impact on the City budget.
CONCLUSION
The next quarterly update to City Council will be presented in April 2018.
Attachment 1: Project Budget Summary and Service Agreements
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Attachment 1
Measure W – Community Civic Campus - 2017/2018 Quarter 2 Budget Report
Prior fiscal year budget of $2,500,000 was closed out and reconciled against expenditures in fiscal year 2016/2017. Total
expenses in 2016/2017 were $382,566. The balance of $2,117,434 carried over into the current fiscal year. The budget for
FY 2017-2018 is $5,803,443. The total budget inclusive of unexpended funds is $7,920,877. For Quarter 2, 2017/2018
$106,819 was expended. See Table 1 below for more detailed information. Numbers are rounded to the nearest dollar and
explains minor discrepancies in totals.
TABLE 1
*Approved offer of$7.18M for PUC parcels will be funded from Measure W, Asset Seizure and Infrastructure Reserve.
2017/2018
Budget
(A)
Committed /
Planned
(B)
2017/2018
Q1 Expended
(C)
2017/2018
Q2 Expended
(A-B-C)
Committed minus
Expended
FINANCIAL
BOND MANAGEMENT 81,721 81,721$ -$ -$ 81,721$
SUBTOTAL 81,721 81,721$ -$ 81,721$
PRE-DESIGN
TRAFFIC 12,200 11,783$ 3,200$ 2,985$ 5,598$
ENVIRONMENTAL 98,560 98,560$ 4,523$ 12,590$ 81,447$
APPRAISALS / OFFERS ****
SITE SURVEY 35,000 35,000$ -$ -$ 35,000$
NOT PROGRAMMED 1,204,240 -$ -$ -$ -$
SUBTOTALS 1,350,000 145,343$ 7,723$ 15,574$ 122,046$
DESIGN
MASTER ARCHITECT 4,186,782 -$ -$ -$ -$
NOT PROGRAMMED 461,055 -$ -$ -$ -$
SUBTOTALS 4,647,837 -$ -$ -$ -$
PROGRAM MANAGEMENT
PROGRAM MANAGEMENT 1,273,040$ 1,273,040$ 41,862$ 90,711$ 1,140,467$
OFFICE SUPPLIES 5,000$ 5,000$ -$ 534$ 4,467$
NOT PROGRAMMED 563,279$ -$ -$ -$ -$
SUBTOTALS 1,841,319$ 1,278,040$ 41,862$ 91,245$ 1,144,934$
7,920,877$ 1,505,104$ 49,585$ 106,819$ 1,348,701$
Description
Figure 1 provides a visual of the summary information in Table 1 - funding committed to work tasks and expended amounts
to date relative to the budget approved for FY17-18. The committed and expended are below the approved budget. This
graph (over time) will show at-a-glance the pace of spending and confirm commitments remaining within the approved
budget.
Figure 1
$7,920,877 $7,920,877
$1,500,104 $1,505,104
$49,585 $106,819
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
$9,000,000
2018-Q1 2018-Q2
Measure W - Budget Vs. Commitment Vs. Expended
Up to 12/31/17
Approved Budget Committed Expended
There are several consultant contracts in place to support the project work. Table 2 provides a list of the contractors that
have and are providing a range of specialty services for this project. Highlighted in blue are active contracts.
Table 2
Firm / Consultant Service Type Amount Approved
Public Financial Management Financial $81,724
Nelson and Nygaard Traffic $3,804
Kimley Horn Traffic $69,582
Michael Baker CEQA $124,738
CSS Environmental Environmental $6,100
Schaaf & Wheeler Engineering $6,260
Sandis Engineering $8,750
Wilsey Ham Engineering $4,202
Exaro Engineering $2,860
Group 4 Planning $195,100
Mack 5 Cost Estimating $50,000
Kitchell Program Management $1,273,040
Watts, Cohn & Partners Inc. Appraisals $7,000
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:17-1100 Agenda Date:1/24/2018
Version:1 Item #:2.
Report regarding a resolution approving a consultant agreement with the Smith Group JJR for Master Architect
Professional Services for the Community Civic Campus project in the amount not to exceed $18,644,000 for
basic services,$692,000 for contingency and $883,000 for optional services.(Marian Lee,Assistant City
Manager and Dolores Montengro, Kitchell Program Manager)
RECOMMENDATION
It is recommended that the City Council adopt a resolution approving a consultant agreement with the Smith
Group JJR for Master Architect Professional Services for the Community Civic Campus project in the
amount not to exceed $18,644,000 for basic services,$692,000 for contingency,and $883,000 for optional
services for a term through December 31, 2022 and authorizing the City Manager to execute said agreement.
BACKGROUND/DISCUSSION
For calendar year 2017,a key milestone for the Civic Campus Project was the selection of a master architect.The
following describes the procurement process that resulted in City Council direction on November 20,2017 to negotiate
scope, fee, and schedule with the Smith Group JJR.
Procurement Process
Procurement for Master Architect services was carried out using a two-step process.The first was issuance of a Request for
Qualifications (RFQ)for architectural services for the Measure W Community Civic Campus project released on June 12,2017.On
July 14,2017,nine firms/teams submitted their Statement of Qualification (SOQ).Kitchell Program Manager,Library,Parks &
Recreation,and Public Works departments participated in the evaluation of the SOQs.The focus of the review was to assess the
team’s qualifications against the minimum requirements outlined in the RFQ to determine if they would advance to the next step in
the procurement process and be invited to respond to a Request for Proposal (RFP).
Of the nine teams that submitted SOQs,six teams (shown in alphabetical order)were shortlisted to participate in the interview and
RFP process:
·ELS/Shah Kawasaki/Sargent, Brinkley, Wiginton
·Perkins + Will
·Smith Group JJR
·Snohetta/Group 4
·Skidmore Owings and Merrill/Marcy Wong Logan
·WRNS Studio/Glass Architects
On August 18,2017,a pre-proposal conference was held with the invited teams for the RFP.Following the conference,
the RFP was issued with a request for interviews on August 30,2017.The evaluation panel,reviewing the proposals and
participating in the interviews,was comprised of the Assistant City Manager,Library Director,Parks and Recreation
Director,Police Chief,Fire Chief,Public Works Director,ECD Director,Public Safety Facilities Expert from Kitchell
CEM,and a former Planning Commissioner and practicing architect.The interviews involved a 20 to 30 minute
presentation and 20 to 30 minutes for questions and answers.The interview provided an opportunity for each team to
personally introduce their team to the panel,discuss in more detail their relevant experience and present their vision/ideas
for the project. The teams provided written proposals providing detailed information supporting their presentations.
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File #:17-1100 Agenda Date:1/24/2018
Version:1 Item #:2.
The panel recommended advancing two teams,Smith Group JJR and ELS/Shah Kawasaki/Sargent,Brinkley,Wiginton
for final consideration.These two teams were ranked first and second and they were the only two teams that the interview
panel as a whole agreed would provide the best qualifications,resources,and vision for the project.See Attachment 1 for
scoring results.
On October 13,2017,a bus/virtual tour of relevant projects designed by the two teams were provided at a Special City
Council meeting.The two teams also presented their most relevant work to the Measure W Council Subcommittee on
November 1,2017 and to the City Council on November 20,2017.At the conclusion of the City Council meeting,staff
was tasked with negotiating a service agreement with the Smith Group JJR.All reference checks on the key team
members were completed and support the decision on the recommended team.
Scope, Cost, Schedule
Staff has finalized the scope,cost,and schedule negotiations with Smith Group JJR.The key schedule milestones
assumed in the agreement are as follows:
·2018
-Program Confirmation
-Site Plan
-Multi-Modal Access Plan
-Conceptual Design and Schematic Design
-Stakeholder Outreach
·2019
-Design Development
-Construction Documents
-BID Support
·2020 - 2022
-Construction Support
-Project Closeout Support
The budget assumes that the total project delivery method will be design bid build (DBB).This is different than what was
discussed previously with the Measure W Subcommittee and City Council.Staff’s original recommendation was to DBB
the Library and Recreation facility and Design Build (DB)the Police and Fire facilities.Based on discussion with the
Smith Group and further consideration by Kitchell assessing the qualifications of the design team,most likely sequencing
of construction and department relocation,and the need for a wholistic approach to campus development,it makes most
sense to pursue the total campus project as a DBB project.
The fee break down for the services over the term of the agreement is as follows:
·Base Service ($18,644,000)
-Multi-Modal Access Campus Planning and Landscape $1,792,000
-Library and Recreation Facility $7,868,000
-Police Facility $5,597,000
-Fire Facility $2,241,000
-Stakeholder and Community Outreach $235,000
-Expertise (Food, Wind, Bird, Interactive Programs)$376,000
-Reimbursables $535,000
·Contingency for Design Outreach and Modifications ($692,000)
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File #:17-1100 Agenda Date:1/24/2018
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·Optional Services TBD ($883,000)
-LEED Certification $748,000
-Project Logo/Model $135,000
More detailed information about the scope of services,schedule and fee are included in the draft agreement
which is attached as an Exhibit to the associated resolution.The compensation is based on progress payments
and final deliverables. Exceptionally, the reimbursables are based on actual expenses.
FISCAL IMPACT
The Community Civic Center CIP project number pf1707 has a total budget of $7,920,877 for Fiscal Year 2017-2018,
which is sufficient to cover the costs of the consultant in Fiscal Year 2017-2018.Funding for the remaining years will be
drawn from Measure W annual revenues. Bonding will be needed for project construction but not for this contract.
Total anticipated contract with SGJJR shall not exceed $20,219,000.The following is the estimated budget need for each
Fiscal Year through the term of this agreement:
·FY 2017/2018 $3,490,692
·FY 2018/2019 $8,761,720
·FY2019/2020 $4,507,120
·FY2020/2021 $1,639,170
·FY2021/2022 $1,820,298
Staff will return to City Council to request annual budgets to support administration of this contract.
CONCLUSION
Staff recommends the City Council adopt a resolution authorizing the City Manager to execute a consultant services
agreement with Smith Group JJR Inc.,to provide design services.Approval of this consultant services agreement is a
necessary step to advancing the Community Civic Center Project to design and construction.
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ATTACHMENT 1
CITY OF SOUTH SAN FRANCISCO - MEASURE W - COMMUNITY CIVIC CAMPUS PROJECT
RFP EVALUATION RESULTS
TEAM P1 P2 P3 P4 P5 P6 P7 P8 P9 AVERAGE RANKING
Smith Group/JJR 92 88 89 93 93 86 94 85 86 90 1
ELS Architects/Shaw
Kawasaki/BSW 92 90 91 98 95 79 89 70 83 87 2
Snohetta/Group 4 79 86 88 86 87 90 86 80 68 83 3
WRNS/Glass Architects 79 75 77 70 76 74 75 80 65 75 4
SOM/Marcy Wong Logan
Architects 70 83 79 65 78 74 84 65 71 74 5
Perkins + Will 70 75 73 70 72 80 80 70 64 73 6
Committee Members: Assistant City Manager, Library Director, Parks and Recreation Director, Police Chief, Fire Chief, Public Works
Director, ECD Director, Kitchell CEM Public Safety Facilities Expert, Former Planning Commissioner
Committee Recommendation: Smith Group and ELS Architects/Shaw Kawasaki/BSW for further consideration by the Measure W
Subcommittee and City Council. Smith Group and ELS were the only teams that the Committee as a whole identified as the most
qualified for the project.
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:18-33 Agenda Date:1/24/2018
Version:1 Item #:2a.
Resolution approving a consultant services agreement with the Smith Group JJR,Inc.of San Francisco,
California for master architect services for the Community Civic Campus project in the amount not to exceed
$18,644,000 for basic services,$692,000 for contingency and $883,000 for optional services for a term through
December 31, 2022 and authorizing the City Manager to execute said agreement.
WHEREAS,on June 12,2017,City of South San Francisco (“City”)staff issued a Request for Qualifications
(“RFQ”) for master architect services for the Community Civic Campus project; and
WHEREAS,staff received proposals from nine (9)teams and after reviewing and evaluating each team’s
qualifications against the minimum requirements outlined in the RFQ,six (6)teams were shortlisted and asked
to continue in the Request for Proposal (“RFP”) process; and
WHEREAS,an interview panel comprised of staff and outside experts interviewed the six (6)teams on August
30,2017 and selected two (2)teams,the Smith Group JJR and ELS/Shah Kawasaki/Sargent,Brinkley,
Wiginton teams for final consideration by the Measure W Subcommittee and City Council; and
WHEREAS,based on individual qualifications/experience,team qualifications/experience,relevant project
experience,and project understanding,the Smith Group was selected as the best qualified team for the project;
and
WHEREAS,staff recommends approving a consulting services agreement,attached hereto as “Exhibit A”,for
master architect services with the Smith Group JJR in an amount not to exceed $20,219,000,which includes
$18,644,000 for basic services, $692,000 for contingency and $883,000 for optional services; and
WHEREAS,sufficient funding for the first year of the agreement estimated to be $3,490,692 is provided by the
Community Civic Campus project (pf1707); and
WHEREAS,additional funding for the whole amount of the agreement will be contingent on budget approval
in future years.
NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of South San Francisco that the City
Council hereby approves a consulting services agreement for master architect services for the Community Civic
Campus project with the Smith Group JJR,Inc.of San Francisco,California amount not to exceed $20,219,000
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File #:18-33 Agenda Date:1/24/2018
Version:1 Item #:2a.
for a term through December 31, 2022.
BE IT FURTHER RESOLVED,that the City Council hereby authorizes the City Manager,or his designee,to
execute the consulting services agreement with the Smith Group JJR,Inc.of San Francisco,California on
behalf of the City Council in an amount not to exceed December 31, 2022.
BE IT FURTHER RESOLVED,that the City Manager,or his designee,is authorized to take any other related
action necessary to further the intent of this Resolution.
*****
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:17-1207 Agenda Date:1/24/2018
Version:1 Item #:3.
Report regarding a resolution authorizing the City Manager to approve the first amendment to the consulting
services agreement with Bellecci &Associates of Pleasanton,California for design of the Underground Utility
District Rule 20A Antoinette Lane Project (Project No.st1702)to increase the not to exceed amount from
$57,332 to $225,244 for a total budget of $258,826.(Sam Bautista, Principal Engineer)
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to approve the
first amendment to the consulting services agreement with Bellecci &Associates of Pleasanton,
California for the Underground Utility District Rule 20A Antoinette Lane Project (Project No.st1702)to
increase the not to exceed amount from $57,332 to $225,244 for a total budget of $258,836.
BACKGROUND/DISCUSSION
The City of South San Francisco (City)included the Underground Utility District 20A Antoinette Lane Project
(Project)in the Fiscal Year (FY)2016-17 Capital Improvement Program (CIP)to remove the overhead power
and communication utilities along the frontage of the planned Community Civic Center Campus and Police
Department.The City Council led a study session for the project on May 24,2017,held a public hearing on
July 12,2017,and then adopted Municipal Ordinance 1540-2017 on July 26,2017 to formally establish the
district in accordance with California Public Utilities Commission (CPUC)Rule 20A.This ordinance specified
that the City would serve as the Lead Agent (also known as Trenching Agent),responsible for coordinating the
project with PG&E,AT&T,and Comcast (Utilities),leading the design development,and contracting for
construction.
Underground utility districts are designed in three distinct phases:(1)development of the Joint Trench Intent
drawings that lay out the underground trench alignment for the power and communications conduits;(2)
specification of the Utilities’equipment needs,and (3)development of the Joint Trench Composite design that
aggregates the work of the first two phases into construction plans and specifications and derives the Form B
cost estimate allocation.The City’s Joint Trench Consultant completes the first and third design phases while
the Utilities complete the second phase.
Recognizing the importance of the Community Civic Center project delivery schedule,staff has expedited the
Project schedule as feasible with the intent of completing its construction before the Community Civic Center
groundbreaking,thereby minimizing construction interference.On June 16,2017,the City Manager entered
into a consulting services agreement with Bellecci &Associates in the amount of $57,332 for the first phase of
the project design,thus allowing the consultant sufficient time to develop and deliver the Joint Trench Intent
drawings by PG&E’s requested November 1,2017,submission date.The Utilities are now working on the
second phase of design which they should deliver to the City by May 2018.
The first amendment to the Bellecci Associates consulting services agreement adds scope and budget for the
final phase of design work,thus allowing the consultant to prepare the Joint Trench Composite Drawings and
Form B cost estimate allocation,and also adds scope and budget for construction phase engineering support.
The consultant estimates that it can complete the design work by October 2018,to allow the City to offer the
Project for construction bids in November 2018.The construction period would be roughly six month andCity of South San Francisco Printed on 1/18/2018Page 1 of 2
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File #:17-1207 Agenda Date:1/24/2018
Version:1 Item #:3.
Project for construction bids in November 2018.The construction period would be roughly six month and
should be completed in mid-2019.
Staff followed a qualifications-based consultant procurement process to determine that Bellecci &Associates
was best qualified to meet the City’s specialized needs for this project based upon the firm’s experience,
resources,familiarity with the Utilities,and positive references.After evaluating six proposals,the two highest
ranking firms were interviewed on June 8,2017.The interview panel consisted of a Principal Engineer and a
Swinerton Management & Consulting consultant from the Public Works Department.
Based on the interviews and qualifications submitted,in addition to being a full service civil engineering firm,
Bellecci &Associates demonstrated an excellent understanding of the challenges of expediting this type of
project that depends on coordination with the independent Utilities.
Selection of consulting services is not based on the lowest bid,but on the firm’s expertise,experience and
references.Once the most qualified firm is determined,staff negotiates a fee proposal and any changes deemed
necessary to obtain a reasonable cost for the scope of work.Because this project is not state or federally
funded,there are no Disadvantaged Business Enterprise (DBE)requirements.The project is largely funded by
the Utilities (in accordance with CPUC Rules 20A and 32)that will reimburse the City for the Utilities’share of
design and construction costs. These costs will be defined in the Form B cost allocation.
The first amendment will set the term of the consulting service agreement from June 16,2017,through
December 31, 2019.
FISCAL IMPACT
Sufficient funding for this agreement is included in the City of South San Francisco 2017-18 Capital
Improvement Program (CIP) Project No. st1702:
Design Consulting Services with Bellecci & Associates $57,332
Amendment One to the Agreement $167,912
Design Contingency (10 percent)$16,791
Design Administration (10 percent)$16,791
Total Project Design Funding $258,826
Available Total Project Budget $399,000
CONCLUSION
Staff recommends the City Council adopt a resolution authorizing the City Manager to execute the first
amendment to the consulting services agreement with Bellecci &Associates for the Antoinette Lane
Underground Utility District Joint Trench composite design.
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:17-1208 Agenda Date:1/24/2018
Version:1 Item #:3a.
Resolution authorizing the City Manager to approve the first amendment to the consulting services agreement
with Bellecci &Associates of Pleasanton,California for design of the Underground Utility District Rule 20A
Antoinette Lane Project (Project No.st1702)to increase the not to exceed amount from $57,332 to $225,244
for a total budget of $258,826.
WHEREAS,on July 26,2017,the City Council of the City of South San Francisco (“City”)adopted Ordinance
1540-2017 to established the Underground Utility District Rule 20A Antoinette Lane Project (“Project”)in
accordance with California Public Utilities Commission Rule 20A; and
WHEREAS;Ordinance 1540-2017specified that the City would serve as the Lead Agent (also known as
Trenching Agent)for the Project,responsible for coordinating the work with PG&E,AT&T,and Comcast
(“Utilities”); leading the design development; and contracting for construction; and
WHEREAS,on June 16,2017,the City Manager entered into a consulting services agreement (“Agreement”)
with Bellecci &Associates (“Consultant”)in the amount of $57,332 for the first phase of the project design to
produce the Joint Trench Intent drawings to be used by the Utilities as the basis for their equipment designs;
and
WHEREAS, the Consultant satisfactorily delivered the first phase of the design to the City and Utilities; and
WHEREAS,the Utilities expect to provide the second phase of design,consisting of their equipment
specifications, to the City by May 2018; and
WHEREAS,additional scope and budget need to be amended into the Agreement to allow the City’s
Consultant to complete the final design documents and to provide construction phase engineering support; and
WHEREAS,to allow this work to proceed,staff recommends approving a First Amendment to the existing
Agreement with Bellecci &Associates for an amount not to exceed $167,912,increasing the agreement not to
exceed amount from $57,332 to $225,244; and
WHEREAS,funding for the Project is included in the City of South San Francisco Fiscal Year 2017-18 Capital
Improvements Program and sufficient funds are available to cover the amendment cost.
NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of South San Francisco that the City
Council hereby authorizes the City Manager to approve the First Amendment of the existing consulting services
agreement in the amount of $167,912 for the design of the Underground Utility District Rule 20A Antoinette
Lane Project to Bellecci &Associates of Pleasanton,California,California to increase the agreement amount
not to exceed to $225,244 and authorizing a total budget of 258,826.
BE IT FURTHER RESOLVED that the first amendment will set the term of the consulting service agreementCity of South San Francisco Printed on 1/26/2018Page 1 of 2
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File #:17-1208 Agenda Date:1/24/2018
Version:1 Item #:3a.
BE IT FURTHER RESOLVED that the first amendment will set the term of the consulting service agreement
from June 16, 2017, through December 31, 2019.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the agreement
amendments and any other related documents on behalf of the City upon timely submission by Bellecci &
Associates of the signed contract amendment and all other documents, subject to approval by the City Attorney.
BE IT FURTHER RESOLVED that the City Council of the City of South San Francisco authorizes the Finance
Department to establish the Project Budget consistent with the information contained in the staff report.
*****
City of South San Francisco Printed on 1/26/2018Page 2 of 2
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FIRST AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SOUTH
SAN FRANCISCO AND BELLECCI & ASSOCIATES
THIS FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT is made at
South San Francisco, California, as of January 24, 2018, by and between THE CITY OF SOUTH
SAN FRANCISCO (“City”), a municipal corporation, and BELLECCI & ASSOCIATES
(“Consultant”), (sometimes referred together as the “Parties”) who agree as follows:
RECITALS
A. On June 21, 2017, City and Contractor entered that certain Consulting Services
Agreement (“Agreement”) whereby Consultant agreed to Surveying/Base Map and Design
Assistance Services for the Antoinette Lane Underground Utility District. A true and correct
copy of the Agreement and its exhibits is attached as Exhibit A.
B. City and Contractor now desire to amend the Agreement.
NOW, THEREFORE, for and in consideration of the promises and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, City and
Contractor hereby agree as follows:
1. All terms which are defined in the Agreement shall have the same meaning when used in this
Amendment, unless specifically provided herein to the contrary.
2. Term of Services. The June 30, 2019, end date for the term of services identified in
Section 1.1 of the Agreement is hereby replaced with December 31, 2019.
3. Compensation Section. Section 2 of the Agreement shall be amended such that the City
agrees to pay Contractor a sum not to exceed $225,244.00, with the understanding that up
to $57,332 has already been paid to Contractor.
Contractor agrees this is the City’s total contribution for payment of costs under the
Agreement unless additional payments are authorized in accordance with the terms of the
Agreement and said terms of payment are mutually agreed to by and between the parties in
writing.
4. Scope of Services. The Scope of services is amended and attached as Exhibit B to this
Amendment.
All other terms, conditions and provisions in the Agreement remain in full force and effect. If
there is a conflict between the terms of this Amendment and the Agreement, the terms of the
Agreement will control unless specifically modified by this Amendment.
[SIGNATURES ON THE FOLLOWING PAGE]
Dated:
CITY OF SOUTH SAN FRANCISCO BELLECCI & ASSOCIATES
By: By:
Mike Futrell, City Manager Daniel Leary, Principal in Charge
Approved as to Form:
By:
City Attorney
EXHIBIT A
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1 Meeting with City / Rule 20 Liason / Coordination 7 5 6 13 0 0 $0 31 $4,620
2 65% JT Plans for City Review 3 40 80 80 0 0 $0 203 $28,718
3 100% PG&E Submittal & Design Services (Civil+Geotech+Structural)6 48 76 74 0 0 $0 204 $29,384
4 100% Form B Submittal 4 8 28 24 0 0 $0 64 $9,056
5 Site Work and trenching on Apt Property (Conduit goes beneath)2 12 10 32 45 8 $0 109 $17,602
6 Geotechnical Engineering (allow) including sub mark-up 0 0 0 0 0 0 $10,700 0 $10,700
7 Structural Engineering (allow) including sub mark-up 0 0 0 0 0 0 $14,700 0 $14,700
8 Bid Documents after PG&E Approval 2 10 12 12 0 0 $0 36 $5,300
9 Printing & Delivery Allowance 0 0 0 0 0 0 $0 0 $410
24 123 212 235 45 8 $25,400 647 $120,490
1 Design Services During Const (DSDC) - LEVEL 1 + 2 CA 10 72 150 95 0 0 $0 327 $47,422
Totals=34 195 362 330 45 8 $25,400 974 $167,912
standard billing rates 186 176 142 122 170 268
PHASE 3 - PREPARE FINAL DESIGN COMPOSITE DRAWINGS & FORM B
Totals=
PHASE 4 - ENGINEERING SUPPORT SERVICES
Proposal to the City of South San Francisco
Joint Trench Engineering
by Bellecci & Associates - January 11, 2018
"ANTOINETTE LANE UUD Project"
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EXHIBIT B
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